University Resource Management

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This section covers the various activities of managing the University's resources, as well as compliance with laws and regulations.

Financial Management | Human Resources Management | Facilities and Equipment Management | Safety, Health, and Legal Compliance | ​Records Management | Public Safety | Intellectual Property Management

Financial Management

Managing the university's financial resources.

WWU Disposition Authority Reference Records series title and description Retention and Disposition Instructions

GS 50008.0001.18353

 

 

Budget and Funding Requests Preparation Materials

Materials gathered and used to prepare budgets and funding requests, as well as well as copies of requests submitted to a higher-level unit for funding.

Primary retention: Retain until no longer needed for agency business

Disposition at end of primary retention: Destroy

GS 01001.0001.18420

 

 

Budget Reconciliation and Monitoring Records

Financial records and reports used to reconcile and monitor expenses and income for a unit when the files contain unique transaction records that are not captured in an official university system (for example, original purchasing card receipts for purchases made outside of a university system). Copies of reports or other records that can be generated from or are stored in online university systems have minimal retention and should be held as Financial Records - Duplicate Copies (GS 50005.001.18394). However, if these duplicate records are filed with original financial documentation (such as purchasing card receipts), then this records series should be applied to the files to ensure the original documentation is held for the appropriate retention period.

Primary retention: 6 years after fiscal year

Disposition at end of primary retention: Destroy

GS 01001.0001.18367

 

 

Cash Handling Records

Records relating to the receipt of cash by a university office for goods or services provided to students or the public. May include cash receipts or department deposit records.

Primary retention: 6 years after fiscal year

Disposition at end of primary retention: Destroy

GS 50005.0001.18435

 

 

Contracts and Agreements (Office copies)

Office copies of contracts and agreements that are held by Contracts Administration.

Primary retention: Retain until no longer needed for agency business

Disposition at end of primary retention: Destroy

GS 50005.0001.18394

 

 

Financial Records - Duplicate Copies

Copies of financial records (created or received), provided the original documentation or information is contained in university systems. Also covers financial reports that can be regenerated from official university systems at a future date with the same results. This series does not cover purchasing card records, cash receipts, or external invoices that document transactions or parts of transactions made outside of official university purchasing systems.

Primary retention: Retain until no longer needed for agency business

Disposition at end of primary retention: Destroy

GS 01001.0001.18361

 

 

Interdepartmental Invoices and Journal Voucher Documentation

Provides a record of charges to individual departments/offices for goods and/or services. These records support the journal vouchering process. Hard copy records of the journal vouchering process that are created in, or uploaded into, an approved online university system may be destroyed when no longer needed. Any documentation kept outside of the approved system must be kept for the retention period indicated here.

Primary retention: 6 years after fiscal year

Disposition at end of primary retention: Destroy

GS 04007.0001.18374

 

 

Internal Audit Report

Office copies of the final audit results of specific university programs and/or fiscal activities, including the university's response.

Primary retention: 6 years after matter resolved

Disposition at end of primary retention: Destroy

GS 01001.0001.18366

 

 

Purchasing Card (Pcard) Documentation

Provides a record of PCard use, transaction approval and reconciliation. Includes receipts, packing slips, printed on-line orders/copy of order form, invoices and credit documentation.

Primary retention: 6 years after fiscal year

Disposition at end of primary retention: Destroy

GS 01001.0001.18375

 

 

Receipt of Goods Documentation

Records of purchases not made through online university systems or any purchase records which are not uploaded to online university systems. Records of purchases which are uploaded to or created in approved, online university systems must also be kept for 6 years; however, that retention period applies to the data and files in the system, not to paper copies held in an office.

Primary retention: 6 years after fiscal year

Disposition at end of primary retention: Destroy

GS 50005.0001.18395

 

 

Service Request Records - Duplicate Copies

Copies of requests for services from other WWU units. The unit providing the service has responsibility for retaining the official copy of the request in their records.

Primary retention: Retain until no longer needed for agency business

Disposition at end of primary retention: Destroy

GS 50005.0001.18328

 

 

Travel Records

Office copies of records processed through official online university travel system. Includes travel authorization, arrangement, travel receipt documentation, and reimbursement of expenses (including advance payments). Records of travel not entered into approved online university systems must be kept for 6 years after the fiscal year in which the travel was completed (contact University Records Management for more information). Receipts and other materials that are scanned into the official online university system may have additional retention requirements if funded by a grant or outside entity.

Primary retention: Retain until reimbursement has been paid

Disposition at end of primary retention: Destroy

GS 07001.0001.19088

 

 

Travel Requests -- Outside of Travel System

Travel funding requests made outside of the travel authorization system (SAP Concur or TEM). May include eforms, emails, or other forms.

Primary retention: 6 years after end of fiscal year in which travel was completed

Disposition at end of primary retention: Destroy

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Human Resources Management

Managing the university's human resources.

WWU Disposition Authority Reference Records series title and description Retention and Disposition Instructions

GS 03024.0003.19134

 

 

Course Evaluations – Non-Tenure Track Faculty

Course evaluations for classes taught by non-tenure track faculty that are forwarded to department chairs or deans by faculty members for use in formal performance evaluation processes. Faculty members can choose which evaluations to include. Course evaluations that are not submitted are retained and disposed of by the faculty members.

Primary retention: Retain until completion of performance evaluation and resolution of any ongoing performance issues

Disposition at end of primary retention: Destroy

GS 03024.0003.19136

 

 

Course Evaluations – Tenured and Tenure-Track Faculty

Course evaluations sent to tenured and tenure-track faculty that are then included in the faculty member’s dossier. Faculty members can choose which evaluations to include. Course evaluations not included in the dossier are retained and disposed of by the faculty members.

Primary retention: Retain until completion of performance evaluation and resolution of any ongoing performance issues

Disposition at end of primary retention: Destroy

17-06-69049.0003.18621

ARCHIVAL RECORD

 

Department Chair Description

Includes material relating to procedures, responsibilities, stipend and other information used to describe the duties of department chairs in a college or the library.

Primary retention: 6 years after superseded

Disposition at end of primary retention: Transfer to Archives for selection and historical preservation

GS 03030.0001.18405

 

 

Leave Records

Records relating to employee leave requests and approvals of attendance and leave. May include: requests, approvals, and denials for any form of leave, and leave usage tracking or reporting. Leave requests done via the e-form provided by Human Resources should be retained in the e-form system for the 6 year retention period. Any downloaded or printed copies of the e-form are considered duplicate copies with no retention requirements.

Primary retention: 6 years after fiscal year

Disposition at end of primary retention: Destroy

17-06-69053.0001.18620

 

 

Letters of Recommendation

Letters of recommendation written for former employees or students.

Primary retention: 3 years after fiscal year

Disposition at end of primary retention: Destroy

GS 03024.0001.18376

 

 

Performance Evaluations – Supervisor Preparation

Records gathered by an employee's supervisor in preparation for employee's performance evaluation. May include: notes of performance, training and development; job assignments; other related documentation.

Primary retention: Retain until completion of evaluation and resolution of any ongoing performance issues

Disposition at end of primary retention: Destroy

GS 03042.0001.18403

 

 

Personnel Files (Office Copies)

Office-level personnel files for faculty and staff (both permanent and temporary), as well as volunteers. May include copies of personnel action forms, employee information forms, or payroll forms that are held by Human Resources. May also include items such as letters of recommendation, awards, or correspondence that are not held by HR. Official personnel files are held by HR, and, for faculty, in the Provost's Office as well.

Primary retention: 6 years after separation from unit

Disposition at end of primary retention: Destroy

GS 03042.0001.18406

 

 

Personnel Files (Student Employees)

Personnel files for student employees of any funding-type. May include students' applications and employee information forms. May also include items such as letters of recommendation and workplace awards.

Primary retention: 6 years after separation from unit

Disposition at end of primary retention: Destroy

GS 03012.0001.18404

 

 

Search and Recruitment Records

Records relating to the process of recruitment and selection of employees. May include: job announcements and postings; job description and qualifications; eligibility lists for specific positions; applications, resumes and test results; applicant profile data; scoring, ranking and selection criteria; interview questions and evaluations; background and criminal history checks; reference check questions and answers. Applications for hired employees should be held in their personnel files. Unsolicited applications must be held under Unsolicited Employment Applications (Not Hired) (GS 03022.001.18371) for 2 years after received. Certain types of searches (e.g., presidential searches) may create additional records that have either long-term or permanent retention. These additional records may include a report or narrative of the search process, marketing and promotion records, community and stakeholder engagement, meeting records, and applicant pool demographics. In such cases, these additional records should be saved as Records of Committees, Councils, Task Forces, and Other Bodies (GS 10004.001.18332).

Primary retention: 3 years after completion of recruitment/hiring process

Disposition at end of primary retention: Destroy

14-09-68685.0003.18567

 

 

Tenure and Promotion Files

Includes faculty evaluations of individual applicants for tenure and/or promotion, reports, merit increases, professional leaves, teaching awards and other faculty awards and honors, correspondence and other materials from college departments and committees that provide support documentation for recommendations made by the Dean to the Provost.

Primary retention: 7 years after fiscal year

Disposition at end of primary retention: Destroy

GS 03030.0001.18358

 

 

Timesheets and Time Entry Records

Records documenting employee attendance and time that are held outside of the university's online timekeeping system. May include timesheets used to enter time by someone other than the employee, or signed timesheet adjustment forms.

Primary retention: 6 years after fiscal year

Disposition at end of primary retention: Destroy

GS 22007.0001.18422

 

 

Training – Provided by Office

Records documenting training courses, seminars, workshops, etc., provided by an office to university employees. May include: copies of materials presented (PowerPoint slide deck, handouts, etc.); attendee lists or sign-in sheets documenting who attended; tests administered and results; course, seminar, and workshop evaluations, feedback, and surveys. Note: Records documenting training received by employees are covered by Training Files – Employee (GS 22003.001.18369).

Primary retention: 3 years after training provided

Disposition at end of primary retention: Destroy

GS 22003.0001.18369

 

 

Training Files – Individual Employee Files

Records documenting the training history of individual employees participating in training, orientations and staff development programs (if not included in their personnel files).

Primary retention: 6 years after separation from agency

Disposition at end of primary retention: Destroy

GS 03022.0001.18371

 

 

Unsolicited Employment Applications (Not Hired)

May include resumes, applications, correspondence, and other documents pertaining to unsolicited requests for employment not related to recruitment searches for specific positions.

Primary retention: 2 years after received

Disposition at end of primary retention: Destroy

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Facilities and Equipment Management

Managing the university's physical resources.

WWU Disposition Authority Reference Records series title and description Retention and Disposition Instructions

GS 25001.0001.18398

 

 

Building/Facility Access Authorization

Records documenting the authorization of access at the department/office level for students and employees (including contractors and volunteers) to University buildings and facilities. May include key logs, key sign out sheets, or requests for access to buildings or specific areas. Requests submitted to the Lockshop are held by the Lockshop for the appropriate retention period. This series covers those records not held by the Lockshop.

Primary retention: 6 years after termination of access

Disposition at end of primary retention: Destroy

GS 25007.0001.18421

 

 

Entry/Exit Logs – Facilities

Records documenting the entry and exit of staff, contractors, volunteers, students, and visitors to university facilities (including secure areas). May include: keycard transaction logs, secure area logs (such as safe logs), and visitor books/logs.

Primary retention: 6 years after fiscal year

Disposition at end of primary retention: Destroy

GS 21001.0001.18359

 

 

Equipment History Records

Documentation pertaining to equipment owned or used by an office. May list specifications and contain warranties.

Primary retention: 6 years after disposal of asset

Disposition at end of primary retention: Destroy

GS 50005.0001.18412

 

 

Facilities Planning and Maintenance

Plans, correspondence and related materials that provide a record of alteration, construction, and maintenance of facilities used by a unit. Facilities Management and/or Facilities Development and Capital Budget hold the original copies of these records. This series is meant to cover units' reference copies of records and correspondence dealing with renovations or new construction. May also include unit copies of capital project requests (both major and minor).

Primary retention: Retain until completion or cancellation of renovation or construction

Disposition at end of primary retention: Destroy

GS 07003.0001.18414

 

 

Use of University Facilities, Equipment, and Vehicles

Records relating to allowing use of university assets (such as meeting rooms, other facilities, equipment, vehicles/vessels, etc.) by university staff (including contractors and volunteers), other agencies, students, clients and the general public. May include: bookings, reservations, or requests for use; check-in and -out logs; rental and use schedules; vehicle logs and usage data. Does not include official contracts for use. Does not include requests that do not need to be approved.

Primary retention: 3 years after asset returned/use completed

Disposition at end of primary retention: Destroy

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Safety, Health, and Legal Compliance

Managing compliance with laws and regulations.

WWU Disposition Authority Reference Records series title and description Retention and Disposition Instructions

GS 01050.0001.18352

 

 

Agreements, Hold Harmless (Adults)

Acknowledgment of risk and hold harmless agreement signed by adults participating in university activities, such as sports and recreational events and theatre productions. Holds university harmless from liability for injuries and/or damages not caused by negligence. May include hold harmless for field trips.

Primary retention: 6 years after termination or expiration of agreement

Disposition at end of primary retention: Destroy

14-09-68610.0001.18558

 

 

Agreements, Hold Harmless (Minors Under Age 18)

Acknowledgment of risk and hold harmless agreement signed by parents or others on behalf of minors under age 18 who participate in university activities, such as sports and recreational events, and special academic institutes and programs. Holds university harmless from liability for injuries and/or damages not caused by negligence. May include authorization for emergency treatment and acknowledgment that participant is responsible for medical costs in event of injury. May also include medication hold harmless agreement stating that WWU will not be held responsible for missed doses of medication or any consequences thereof.

Primary retention: 6 years after minor reaches age 18

Disposition at end of primary retention: Destroy

GS 01050.0001.18382

 

 

Child-Related Program Compliance Records

Records documenting Western-sponsored programs and events in which minors participate. Includes background checks on university representatives; permission slips/hold-harmless agreements signed by parents or guardians; participant registration records; registration of the program with the University; and records of trainings taken by University representatives (see University policy: POL-U5300.21). (This records series does not include medical records created by clinics and child-care centers on campus, or educational records of minors who are matriculated students at Western.)

Primary retention: 24 years after calendar year

Disposition at end of primary retention: Destroy

GS 25009.0001.19119

 

 

COVID-19 Screening Records

Records of screening done of individuals entering university locations for signs of infection. May include individuals' attestations of health. Does not include records of actual COVID-19 tests. These records may include personal health information, like temperatures and symptoms, and should be kept confidential.

Primary retention: 8.33333333333333E-02 months after date of document

Disposition at end of primary retention: Destroy

GS 09017.0001.19087

 

Essential Record

Safety Data Sheets (SDS)

Safety data sheets or allowed substitute records identifying hazardous chemical(s) by the chemical and common names(s) and listing all ingredients which have been determined to be health hazards in accordance with WAC 296-901-14014. Note: Safety Data Sheets were formerly known as Material Safety Data Sheets prior to May 2014.

Primary retention: 30 years after superseded or 30 years after chemicals are no longer used

Disposition at end of primary retention: Destroy

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Records Management

Managing the university's public records.

WWU Disposition Authority Reference Records series title and description Retention and Disposition Instructions

GS 11009.0001.19095

 

 

Files Management Documentation

Records relating to the physical and intellectual control of the office's records. May include: files classification schemes/guidelines; inventories; records center transmittals/retrievals; master indexes, lists, registers, tracking systems, databases and other finding aids used to access records. Excludes records covered by: Records Destruction Log (GS 11005.001.18429).

Primary retention: Retain until no longer needed

Disposition at end of primary retention: Destroy

GS 11005.0001.18429

 

 

Records Destruction Log

Logs and other records documenting the destruction of public records according to the retention schedule.

Primary retention: Permanent

Disposition at end of primary retention: Destroy

GS 50005.0001.18378

 

 

Records Retention Schedule (WWU Form)

Provides identification and disposition instructions for all records found in the office.

Primary retention: Retain until no longer needed for agency business

Disposition at end of primary retention: Destroy

GS 50005.0001.18373

 

 

Records Transmittal

Provides an itemized list by box of records transferred to the University Archives and Records Management.

Primary retention: Retain until no longer needed for agency business

Disposition at end of primary retention: Destroy

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Information Systems Management

Managing the university's information systems.

WWU Disposition Authority Reference Records series title and description Retention and Disposition Instructions

GS 14012.0001.19089

 

Essential Record

Systems Access Authorization

Records documenting the authorization of employees (including contractors and volunteers) to use unit systems/applications and telecommunication services. May include user account creation/change requests or network access authorization requests.

Primary retention: 6 years after fiscal year in which user account/access was terminated

Disposition at end of primary retention: Destroy

GS 50010.0001.18492

 

 

Website Traffic Data

Statistics and data collected regarding traffic on the university's websites.

Primary retention: Retain until no longer needed for agency business

Disposition at end of primary retention: Destroy

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Public Safety

Policing and providing security for the university.

WWU Disposition Authority Reference Records series title and description Retention and Disposition Instructions

GS 25008.0001.18649

 

 

Security Incidents and Data/Privacy Breaches

Records documenting security incidents, data/privacy breaches, responses and investigations relating to agency facilities, vehicles, equipment, supplies, information, etc. Includes, but is not limited to: Incident documentation (such as security recordings, alarm logs/reports, entry/exit logs, incident reports, witness statements, etc.); Notification documentation; Reports to law enforcement agencies, agency management, regulating authority, etc.; Records documenting services provided by outside vendors (such as notifications, credit monitoring, call center reports/logs/notes, etc.); Records documenting corrective action taken; Records documenting decision not to proceed with investigation/notification; Related correspondence/communications.

Primary retention: 6 years after matter resolved

Disposition at end of primary retention: Destroy

GS 25003.0001.18650

 

 

Security Monitoring – No Incident

Records relating to the routine security monitoring of the agency’s infrastructure, buildings, vehicles, equipment, etc., where an incident has not occurred. Includes, but is not limited to: Alarm reports; Audio/visual recordings (digital or analog); Security patrol logs. Excludes records covered by Security Incidents and Investigations (GS 25008.001.18649).

Primary retention: 8.33333333333333E-02 months after date record created or until determined that no security incident has occurred, whichever is sooner

Disposition at end of primary retention: Destroy

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Intellectual Property Management

Managing the university's intellectual property.

WWU Disposition Authority Reference Records series title and description Retention and Disposition Instructions

GS 21001.0001.18446

 

 

Copyright/Trademark Registrations

Records of registering trademarks or copyright for University-owned intellectual products.

Primary retention: 6 years after copyright or trademark expires

Disposition at end of primary retention: Destroy

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Section Index  |  Alphabetical Index  |  Records Retention Schedule page

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